POLICY 21
TRAVEL Revised 11/24

SECTION INDEX: Travel

1 Purpose

2 Application

3 Guidance

3.1 General Guidance for Travel Costs

3.2 Amendments to the Procedures and Policies

4 Forms

4.1 Expense Reimbursement Form

4.2 Per Diem Form

1. PURPOSE

To establish policies and procedures for travel by City employees while conducting official City business. Employees should limit travel and take advantage of training opportunities provided in-house or locally. All persons seeking travel are to use good judgment and discretion, limiting expenses in the use of public resources. The City will pay or reimburse for travel expenses related to official City business within the guidance of this Policy and with proper documentation.

2. APPLICATION

This Policy applies to all City employees (including paid and unpaid interns), City Councilmembers and Board, Commission and Committee members appointed by the City Council. This Policy applies to all travel outside of Thurston County.

3. GUIDANCE

All official travel by employees must be authorized by the Department Director or designee. Travel by members of Boards, Commissions and Committees appointed by the City Council shall be authorized by the City Manager.

Travel may be approved for the following:

• Annual National or State conferences of professional organizations.

• Professional association meetings.

• Training required for performing duties of a City position.

• Additional travel that is approved by the Department Director.

3.1. GENERAL POLICIES FOR TRAVEL COST

Whenever the word “employee” is used in this policy, it shall also mean any official serving the City in their official capacity, including elected officials and members of Boards, Commissions and Committees appointed by the City Council.

Per Diem is to be used for all employees when travel involves an overnight stay. For travel that is not overnight, receipts will be reimbursed. Travel reimbursements will be made only when valid receipts are presented. “Valid receipts” means documentation which details the items(s) purchased or paid, place of purchase and date; credit card receipts without such details are not valid documentation. In the event a detailed receipt is not obtained other documentation will need to be provided (i.e. copy of menu). Determination of appropriate documentation will be made by accounts payable. Determination of eligible meals for the first and last day of travel is based on the time of day that the employee leaves/returns to their personal residence. Certain items may be reimbursed without receipts for incidental items that do not have receipts available (e.g. parking meters). Employees will be required to provide a written description of the expense and the amount paid.

Items, which if paid by the City would create a tax liability or tax reporting requirement by the City, are not authorized City costs, and are excluded from this policy.

a. In order to comply with acceptable internal controls, no employee may authorize their own travel reimbursement (refer to 4.1, Section K for authorization details).

b. Meals that occur in a clear business setting; business is actively conducted, and the business is directly related to City business.

1. Per Diem:

Per Diem is requested in advance using the Expense Report within Workday and attaching the conference agenda. Advances need to be submitted for disbursement 10 business days prior to travel to ensure that payment can be made prior to leaving. Meals expensed with Per Diem do not require receipts. Meal allowance is based upon the Washington State Office of Financial Management (OFM) per diem rates and, for out of state travel, the U.S. General Services Administration (GSA) per diem rates. The meal rate does include taxes and tips in the rate, so employees will not be reimbursed separately for those items. The meal allowance is up to the maximum rate for the area on those rate maps. Per diem will be reduced for any meals provided through conference registration, seminars, or similar events, unless there are special dietary needs. Rates are adjusted annually. If Per Diem has already been disbursed and the event is canceled or the employee did not attend, the employee is required to reimburse the City within 15 calendar days for the amount disbursed or prorated for not attending the full event, to avoid violation of City policy. If an employee fails to reimburse the City within the 15 calendar day requirement, and other reimbursement arrangements have not been agreed to by the City, the full amount will be a deducted from the next pay period without further notice.

2. Meal Reimbursement:

If you have submitted for per diem this section does not apply. All requested meal reimbursement must have a detailed receipt. Meals will be reimbursed up to the maximum using the Washington State Office of Financial Management (OFM) per diem rates and, for out of state travel, the U.S. General Services Administration (GSA) per diem rates. Reimbursement will be reduced for any meals provided through conference registration, seminars, or similar events. Reimbursement will not be made if the employee chooses not to eat the meal provided and eats elsewhere. Rates are adjusted annually. In Workday use Expense Report to submit for reimbursement.

3. Meals purchased on City credit:

All meals must have a detailed receipt. Meals will be reimbursed up to the maximum using the Washington State Office of Financial Management (OFM) per diem rates and, for out of state travel, the U.S. General Services Administration (GSA) per diem rates. Rates are adjusted annually. Submit receipts within Workday.

4. Special Circumstances:

During emergency situations such as, but not limited to, initial crime scene investigations, major crimes, emergency weather situation, natural disasters, etc, when employees are working extended hours and stopping for a meal break could worsen the emergency or increase costs to the City, departments may provide an on-scene meal of nominal cost. A detailed receipt, including names of all employees/volunteers involved, must be provided. All receipts and pertinent information involving the emergency situation must be included on the receipts and submitted within Workday. An employee may not claim a per diem meal reimbursement if their department is also submitting a claim for payment voucher for the same incident.

c. Payments for lodging, transportation and registration should be arranged in advance via purchase order, City credit card, or City check.

d. The following are deemed ineligible expenses and shall not be paid by the City: alcoholic beverages, meals or lodging for family or guests, mileage if traveling as a passenger in a privately owned car, or other such expenses of a personal nature (i.e., entertainment, pay television, etc.). If an employee chooses to travel to a destination in advance of the necessary time for arrival or remain at the destination following the official closing of the event, there will be no additional per diem, lodging, or miscellaneous expenses paid to the employee. Additional extracurricular activity charges associated while on travel status (entertainment activities, golf, dinner cruise, amusement park entrance fees or clothing) are not eligible expenses and are the sole financial responsibility of the employee.

e. The City will pay registration fees in conjunction with authorized travel.

f. The following outlines the policies for transportation expenses:

1. Official City Vehicles

Use of City vehicles for travel in connection with official City business will be encouraged whenever practical. Non-City personnel may accompany City employees authorized to attend official conferences, seminars, meetings, etc. in City vehicle(s) authorized for this use upon prior approval of the Department Director.

2. Transportation

Department Directors shall be responsible for determining the mode of transportation most beneficial to the City. Carpooling is required whenever practical and reasonable.

3. Other Transportation Costs (whenever possible, include receipts)

a) Mileage

Mileage for use of a personal vehicle will be paid at the rate established by the Internal Revenue Service. Mileage is calculated from the employee’s normal work site, unless actual mileage is less.

b) Parking Charges

Reasonable and necessary charges for parking while on official City business.

c) Ferry, Bridge and Toll Road Charges

Reasonable and necessary charges of this nature incurred in connection with official City travel.

d) Rental Cars

Reasonable and necessary charges of this nature incurred in connection with official City travel.

e) Airport Shuttle, Bus, Taxi or Other

Actual costs to and from terminal and final destination will be allowed, with receipt.

f) Baggage Handling & Baggage Fees

Established and/or reasonable charges of this nature will be allowed, with receipt.

g) Cash gratuity the City will reimburse up to the GSA incidental.

g. Lodging and incidental lodging expenses will be paid under the following circumstances:

1. Travelers should choose good quality, safe, but reasonably priced hotels or motels whenever practical

2. Reimbursement for hotel or motel rooms will be on the basis of actual expenditure. Ineligible room charges or incidental non-reimbursable expenses are to be paid by the employee (i.e., pay television channels, room service, etc.).

3. When attending a conference, employees may stay at the conference hotel even if it is not the most economical option available.

4. Employees will only be reimbursed for employee lodging. The employee is responsible for any additional charges or increased rates due to non-employees accompanying them while traveling.

5. Reasonable incidental lodging expenses required in connection with official City business, will be reimbursed on the basis of actual expenditure.

h. Actual costs of laundry and/or valet service are allowable expenses when employees are required to be away from the City for more than six (6) days at one time, or the conditions under which they are required to work while away from the City create a more than normal need for such services.

i. Hosting

1. Hosting is defined as paying expenses for individuals not covered under this policy.

2. Employees are not authorized to incur expenses on behalf of the City to host any individual(s) not covered under this policy.

It is illegal for the City to expend funds for which it does not receive a measurable benefit, or to make gifts of public funds. The Washington State Constitution, Article 8, Section 7, prohibits gifts of public funds:

“No county, city, town or other municipal corporation shall hereafter give any money, or property, or loan its money, or credit to or in aid of any individual . . .“

j. Determination of Eligible Travel Costs

Any determination of whether an expense qualifies under this policy shall be made by the Finance Director or designee. This shall be done on a case-by-case basis and will depend on the type of duties and responsibilities of the employee/official making the request, including those of elected officials, and the nature of the expense incurred.

k. The City Manager may authorize travel expenditures or reimbursements which vary from this policy on a case-by-case basis. Such authorizations shall be evidenced by co-signing the payment approval or by substitute written authorization. Such reimbursements shall not set a precedent for similar expenses and/or reimbursements. Variances to the policy shall not be made that create a tax liability or tax reporting requirement by the City.